MEETING DATE:
SEPTEMBER 8, 2020
SUBJECT:
Title
RESOLUTION NO. 2020-8812 - APPROVING CONSTRUCTION DOCUMENTS, AUTHORIZING ADVERTISEMENT FOR BID, AND AUTHORIZING THE CITY MANAGER TO SET THE SCOPE OF AND TO AWARD, FINALIZE AND EXECUTE THE CONSTRUCTION CONTRACT DOCUMENTS FOR THE ANNUAL SURFACE SEAL PROJECT FISCAL YEAR 2020 (CIP #ST001)
Body
Recommendation
Recommendation
ADOPT a resolution to approve the construction drawings, authorize bids, and delegate to and authorize the City Manager to set the scope of and to award, finalize, and execute the construction contract documents for the Annual Surface Seal Fiscal Year 2020 (CIP #ST001).
Body
Board or Commission Action
N/A
Relevant Council Strategic Theme
Quality of Life
Relevant Department Goal
N/A
Executive Summary
On an annual basis, the City uses a Pavement Management Program (PMP) to assign a value, known as a Pavement Condition Index (PCI), representing the current condition of each street segment. The PCI is utilized to prioritize maintenance and rehabilitation activities. It is important that preventative maintenance, such as a surface seal, be performed before pavement begins to rapidly deteriorate. Otherwise, more expensive rehabilitation or reconstruction will be required to bring the pavement to an acceptable condition. The Annual Surface Seal Fiscal Year 2020 Project (Project) involves a slurry seal and localized pavement repair for portions of Twin Oaks Valley Road and San Elijo Road.
Discussion
The Project will surface seal portion of San Elijo Road and the portion of Twin Oaks Valley south of its intersection with San Marcos Boulevard. The work will include slurry seal, pavement repair, temporary striping and traffic control, permanent restriping, and the installation of new vehicle detection loops at intersections throughout the corridor. The segments of roadway shown on the plans were identified by utilizing PCIs from the City’s PMP. The limits of the surface seal and pavement repair shown on the plans will likely need to be reduced due to budget concerns and field conditions. Reductions to the surface seal and pavement repair limits will be updated prior to advertisement. Accordingly, the plans reflect more work than will ultimately be contracted out.
Delegating and authorizing the City Manager to award and execute the construction contract will aid in scheduling the work while temperatures are better to perform the work. The recommendation is that this delegation includes the ability to reduce the scope of the surface seal and pavement repair shown on the plans due to budget concerns and field conditions, with the understanding that any corresponding reductions to the surface seal and pavement repair limits will be updated by the City Manager or his delegee prior to advertisement.
Staff recommends that the City Council approve the construction documents, authorize bids, and delegate and authorize the City Manager to set the scope of and to award and execute contract documents within the approved budget for the Project as described above.
Environmental Review
The Project involves repairs to existing public infrastructure. It is therefore considered maintenance of an existing facility Section 15301. Class 1.c. of the CEQA Guidelines.
Fiscal Impact
The Project (CIP # ST001) is budgeted in the Fiscal Year 2020-2021 Capital Improvement Projects Budget and is funded with Gas Tax (Fund 200), Traffic Safety (Fund 201), Road Maintenance and Rehabilitation Account (Fund 219), TransNet (Fund 404) and Infrastructure Replacement and Rehabilitation (Fund 604) funds.
Attachment(s)
Resolution 2020-XXXX
Prepared by: Lewis Clapp, Senior Civil Engineer
Submitted by: Ed Deane, Deputy City Engineer
Reviewed by: Matt Little, City Engineer
Approved by: Jack Griffin, City Manager